Public Meeting Room Policy


Library-related activities will take precedence.

Meeting rooms are to be used for educational, cultural, intellectual or charitable meetings or programs. Commercial activities including the promotion or sale of items or services are prohibited.

Approval is granted on a first come, first served basis. Applicants are notified within 14 working days of receipt of completed application. It is recommended that applications be submitted at least three weeks in advance.

Some time is available at each location for regular meetings. Each April groups wishing to use the meeting rooms for regular meetings may submit a completed KCPL Meeting Room Application form for the following fiscal year. A group may use a particular library facility only for two consecutive years.

Meeting rooms are available free of charge to non-profit applicants. Groups may be asked to furnish verification of their non-profit status. For-profit applicants must pay a non-refundable fee at the rate of $15 per hour and/or portion of an hour. Payment must be paid on or before the meeting date/time at the confirmed location. . Applications should be submitted on a KCPL Meeting Room Application form [*LINK TO MEETING ROOM APP*]. Applications are approved on a first-come, first-served basis within 14 working days of receipt of the completed application.

Meeting rooms are available from one half hour after opening to one half hour before closing.

Use of meeting rooms does not necessarily constitute library sponsorship or endorsement. The library’s telephone number may not be used for any purpose.

Contributions may not be solicited nor fees charged.

Smoking is prohibited.

Refreshments are permitted with prior approval.

Rooms must be left in the condition they were found. The organization or person reserving the meeting room is responsible for any and all damages.

The library will not be responsible for accidents and injuries and will assume no responsibility for equipment, supplies or other items owned by group or individual and used in the library.

All organizations or persons using the rooms must adhere to the Code of Patron Behavior and Children’s Department Supplement. Violation may result in cancellation of future or in-progress activities.

Library orientation, tours or displays may be arranged.

Activities and materials must be contained within the room.

A portion of time for each meeting room is available for groups wishing to meet regularly. These groups may submit an application for up to one year at a time. Regardless of the date when the initial application is made and approved, groups must apply each April for the following fiscal year and are limited to two consecutive years per library facility. Applications submitted after April will be considered if there are no previous applicants for the requested time.

All individuals, groups, organizations and businesses using the meeting rooms must adhere to the KCPL Code of Patron Behavior (except 3N and 5 when approved) and Children’s Department Supplement as well as the Meeting Room Policy Rules. Groups and individuals may not solicit or accept contributions or fees in relation to their use of the meeting rooms. All activities and materials related to the use of the meeting rooms must be contained within the room. The person or organization reserving the meeting room is responsible for any damages to the library facilities and equipment and for leaving the room as they found it. Any individual, group, organization or business who abuses or violates these rules and regulations may be denied use of the meeting rooms, including the cancellation of future and in-progress activities. The KCPL system reserves the right to have a staff member present at any scheduled activity.

The Board of Directors of Kanawha County Public Library may review and modify this policy at its discretion. An applicant who has been denied use of a meeting room may appeal to the Library Director in writing within five working days after the application has been denied.

Adopted by the Kanawha County Public Library Board of Directors February 12,1996